This Deliverables and File Handling Policy (the “Policy”) applies to all bookings, sessions, purchases, and services with Bay Owl Studios (“Bay Owl”, “we”, “us”, “our”), regardless of booking channel, including bayowl.studio, bayowlstudios.com, any booking platform (in-house or third-party), and all online/offline channels (phone, email, WhatsApp, social media, walk-ins, and direct messages).

This Policy works alongside (and should be read together with) our Terms of Use, Booking Terms and Studio Policies, Privacy Policy, Cookie Policy, Cancellation and Rescheduling Policy, Studio Rules and Safety Policy, Minors on Premises and Safeguarding Policy, CCTV and Security Policy, Cleaning, Damage and Fines Policy, Marketing Capture and Consent Policy, and Confidentiality and Non-Disclosure Agreement (NDA) Policy, each as updated from time to time.

 

1. Purpose

This Policy clarifies:

• what is included in a booking by default versus what may be billed as additional deliverables;
• how raw files and session materials are handled;
• file delivery methods and timelines; and
• Bay Owl’s storage/retention approach.

 

2. Definitions

• “Deliverables”: any files, exports, edits, mixes, processing, or outputs requested beyond the base service.
• “Raw recorded audio files”: audio files captured during a recording session without additional editing, processing, or creative work beyond the capture itself.
• “Session materials”: session files, templates, routing, track layouts, presets, plug-in settings, and other engineer/studio workflow elements.

 

3. What is included by default (recording and rehearsal bookings)

3.1 Rehearsal sessions

Rehearsal bookings typically include:

• the booked studio time; and
• basic set-up required to facilitate the rehearsal.

Rehearsal bookings do not include post-session deliverables unless expressly agreed in writing.

3.2 Recording sessions (tracking)

Recording bookings typically include:

• the booked studio time;
• standard tracking support by the engineer (where engineer time is booked); and
• capture of audio during the session.

Unless expressly included in writing, recording bookings do not include editing, tuning, time correction, clean-up, mixing, mastering, stems, alternate prints, or other deliverables beyond raw captured files.

 

4. Common additional deliverables that may be billable

Any work beyond the base session scope may be billed, including (without limitation):

• comping beyond normal tracking support;
• clean-ups, de-noise, de-click, de-ess processing, or other corrective work;
• tuning/pitch correction and time correction;
• editing, arrangement changes, and session prep beyond the booked scope;
• rough mixes, mix revisions, stems, alternate prints, or deliverable formatting;
• exports in multiple sample rates/bit depths or platform-specific formats;
• consolidation, re-labelling, organisation, and archive preparation beyond standard handover; and
• any deliverables requested after the session that require additional engineer time.

 

5. Scope confirmation requirement

5.1 Clarify before asking the engineer

Please confirm scope and fees with the studio before requesting the engineer to undertake work beyond tracking or rehearsal set-up.

5.2 Written confirmation may be required

Bay Owl may require written confirmation (email/WhatsApp) before commencing additional billable work, especially where costs or timelines may change.

 

6. Client content ownership and Bay Owl workflow intellectual property

6.1 Client ownership

Clients retain 100% ownership of their underlying intellectual property (for example, compositions, performances, and recordings) subject to third-party rights and licences held by the Client.

6.2 Raw files vs engineered outputs

Raw recorded audio files captured during your booked session are your content, subject to your payment status and compliance with the booking terms.

6.3 Bay Owl workflow intellectual property

Bay Owl retains 100% intellectual property in its engineers’ and studio’s methods and processes, including (without limitation) session templates, track layouts, routing, gain staging approaches, recording and mixing techniques, mastering processes, sound design workflows, presets, recall documentation formats, and know-how (“Workflow IP”).

6.4 Deliverables derived from Workflow IP

Where deliverables require Bay Owl’s Workflow IP and/or additional creative or technical work (for example, edits, processing chains, mixes, stems, recalls, or revisions), Bay Owl may charge additional fees for those deliverables, except to the extent expressly included in your booked service.

 

7. File delivery methods

7.1 Standard delivery

Deliverables and/or raw files may be delivered via one or more of the following methods, as determined by Bay Owl based on practicality:

• secure download link (for example, cloud transfer);
• client-provided drive (subject to compatibility checks); or
• other mutually agreed methods.

7.2 Client responsibility for receipt and backup

Once files are delivered, it is the Client’s responsibility to:

• download/collect promptly; and
• maintain their own backups.

 

8. Delivery timelines

8.1 Raw file handover timing

Where raw file handover is included, Bay Owl will provide it either:

• during the session; or
• within a reasonable period after the session, depending on operational workload and the delivery method.

8.2 Additional deliverables timing

Additional deliverables (editing, processing, mixes, etc.) require scheduling and may be delivered based on Bay Owl’s workload, agreed timelines, and the Client’s responsiveness for approvals and feedback.

 

9. Storage and retention

9.1 No guaranteed long-term storage unless agreed

Bay Owl may retain session data for operational convenience, but Bay Owl does not guarantee long-term storage unless a specific archival/storage service is expressly agreed in writing.

9.2 Operational retention window (general)

Where Bay Owl retains session data, it may be retained for a limited period based on storage capacity and operational requirements. Bay Owl may delete session data after that period without notice, unless otherwise agreed in writing.

9.3 Archival service (optional)

If you require guaranteed long-term retention or archival, Bay Owl may offer an archival service at an additional cost, subject to written agreement.

 

10. Client-provided media and project compatibility

10.1 Client-provided drives

If you provide a drive for transfer, it must be in a standard format compatible with Bay Owl systems. Bay Owl is not responsible for delays caused by incompatible, failing, or insufficient storage media.

10.2 Malware and unsafe devices

Bay Owl may refuse to connect devices that appear unsafe or pose a malware/security risk.

 

11. Release of files and payment status

Bay Owl may withhold delivery of deliverables and/or raw files where legally permissible if there are outstanding amounts due relating to the Booking, additional deliverables, damage/cleaning charges, or other payable fees.

 

12. Confidentiality and special handling

Where confidentiality obligations or NDAs apply, file naming, delivery methods, and access controls may be adjusted accordingly. NDA requirements must be agreed before booking as per the Confidentiality and NDA Policy.

 

13. Contact

• Deliverables and scope: manager+termsofuse@bayowl.studio
• Privacy: manager+privacypolicy@bayowl.studio